Ollie123

10+ Year Member
Feb 19, 2007
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Psychology Student
For my fellow faculty/students/techs in labs running larger/more complex protocols, I am curious what setup you have found most useful for tracking participant flow and managing data.

We currently have our call log in Access, collect most data via Redcap or paper (for things where Redcap is not feasible or no computer is nearby). Using excel to track randomization though plan to move to Redcap for that with a new grant starting up. When you factor in that we now have to track payment info in Greenfire and Enrollment in Oncore...its getting to be a bit much. I am curious what other solutions folks might have found. Our information security folks are incredibly rigid so some of the new online systems (e.g. Ripple) are not an option here because their servers won't meet our audit standards.

Has anyone been able to find a way to effectively implement call logs in Redcap? The lack of a spreadsheet view just seems prohibitive to me since we would need to open each individual participant to know how many attempts have been made, etc. Otherwise, just curious how others are managing these things and what their flow looks like for tracking folks. Seems there is a rapidly evolving marketplace of folks with technical solutions but I haven't seen anything that impressed me.

To reiterate - primarily looking for input from folks doing clinical trials in AMC settings or other similarly-scaled projects. I know we have lots of folks doing survey research, working with students, or who may not be at HIPAA entities so won't have to meet the same security and compliance standards.
 

LM02

Senior Member
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Nov 8, 2004
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We do it all in REDCap now. We have participant tracking, due dates, call logs, the works. Based on participant due dates, we also have reports we can run weekly to see who is due for an assessment and when.

With all of that said, my collaborators’ institution has a REDCap programming service (that we paid for using grant dollars) to set this up for us. It was beyond the pay grade of a typical RA! I keep bugging my university to offer something similar, but they are only offering REDCap programming courses right now. In my opinion, for something this sophisticated (with auto populating dates, projects sharing info, etc), it requires an expert. It does also crap out once in a while, particularly around upgrades to the system. So having someone to trouble-shoot is important, too.
 

LM02

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Nov 8, 2004
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Adding that this is for large, multi-site clinical trials across AMCs. It has been incredibly helpful - particularly because it is web-based and accessible from nearly anywhere.